Office 365 mail rule on email alias only seems to work for emails sent from external mail servers

James Penland 1 Reputation point

I wanted to provide an update on the question below. I was able to solve this issue by creating a distribution group and adding the user/group mailbox to it.

In our case, we needed to send an email for a specific request to a shared mailbox that is accessed by multiple users. The users didn't want the requests clogging up the inbox and wanted to sort them into a folder. We tried adding an alias to the shared mailbox. I set up the sorting rule like I normally would (scanning the header for the alias email address and then moving the message to the folder) but we ran into the authenticated user resolving to the primary SMTP issue. By creating a distribution group and adding the shared mailbox to that group, we were able to direct users to send to that "alias" address and the messages were able to sort into the folder just as they would if an external user sent the message. I hope this helps anyone trying to solve this issue.

Thanks to @Roark2012 for posting the original question.

Hello, I hope this is the correct forum for this question.

We have recently switched over to Office 365 and I am having a devil of a time getting a mail rule working the way I need it to.

Basically, let's say I have an Office 365 user named "" with an alias set up of "". What I need to do is to set up a rule so that all emails to "" go into a specific mail folder I've created.

So, I created a rule that does the following:

Condition: It includes these words in the message header... "" Do all of the following "Move the message to folder..." "My folder."

What I have discovered is that the rule works perfectly as long as the incoming emails are coming from external sources, for example if I send a message to "" from my iCloud account the rule works great, but, if anyone on our internal Office 365 account sends an email to "" the email still ends up in the inbox for "" instead of going into the folder.

What am I doing wrong here? How can I get this rule to apply to both internally sent and externally sent emails?

Thanks in advance.

Friday, April 27, 2018 4:08 PM

Outlook Management
Outlook Management
Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
3,433 questions
Exchange Server Management
Exchange Server Management
Exchange Server: A family of Microsoft client/server messaging and collaboration software.Management: The act or process of organizing, handling, directing or controlling something.
6,091 questions
{count} votes